options counseling & case management training
TRANSCRIPT
Options Counseling & Case Management Training
February 25, 2019
Optimization of Older Americans Act Services
Goal: Understand the OC & CM definitions and how to implement for statewide consistency.
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YOU CAN ALSO SPLIT YOUR CONTENTTHIS IS A SLIDE TITLE
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▰ Sellers Dorsey, Consultants
Expanding the optimal core services and target populations for Iowa’s AAAs/ADRCs to most effectively meeting the needs of individuals served and ensure consistent service provision statewide.
▰ IDA
Provide required training on each OAA service.
Record and place on IDA website for future reference. i.e. new employees, refresher
Available for Technical Assistance.
▰ Quarterly Conversations
IDA Director and applicable staff meet with AAA Director and applicable staff to review data, discuss Area Plan goals & progress, AAA highlights and address any concerns.
Optimization of OAA Services
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OAA Service & Funding Sources
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Available AAA services have been organized in the following three broad categories:
Information & Service Assistance Nutrition & Health Promotion Services to Promote Independence
The organization of these three broad categories supports efforts for reporting and budgeting.
OAA Services & Funding Sources
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Options Counseling & Case ManagementAllowable IDA Funding Source[s]
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IN TWO OR THREE COLUMNSTHIS IS A SLIDE TITLEGoverning Law and Statutory Authority
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Older Americans Act of 1965
Iowa Code
Title VI, Chapters 231 & 231E
Iowa Administrative Code
State Plan on Aging
AAA Area Plans
Reporting Manual
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Person Centered
• Meeting consumer needs
• Supports & empowers client choice
Timely
• Identify the needs of the consumer
• Link to most appropriate service[s]
Accurate
• High data integrity
• Tell the story [legislatively, potential funders]
Goal: Understand the OC & CM definitions and how
to implement for statewide consistency.
Services, Definitions & Unit Measures
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Services, Definitions & Unit Measures
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Services, Definitions & Unit Measures
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Services, Definitions & Unit Measures
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Services, Definitions & Unit Measures
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LET’S REVIEW SOME CONCEPTS
What it is
Interactive, decision making process
Face to Face, person-centered interview [builds from I&A]
Includes an assessment
Up to 90 days [in majority of cases]
Unique & personalized for each individual
Planning – for the “here and now” and/or the future
Follow-up, as necessary
What it is not
Interviews over the phone
Lasts longer than 90 days
Long-term coordination of care
Providing lists
THIS IS A SLIDE TITLEOptions Counseling
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Person Centered: face-to-face interview; understanding consumer’s strengths, values
and preferences
Assessment: identifying client needs; understand nature & extent of client’s situation;
screenings for entitlement programs
Facilitated Decision Making: consider available resources, services or programs;
assists consumer in “decisional balance”; prioritizing for point-in-time
Action Plan: identifying the steps necessary to achieve goal; simple and measurable
Follow-Up: ensure decisions are assisting the individual
The Options Counseling Process
LET’S REVIEW SOME CONCEPTS
What it is
Face-to-Face, person-centered assessments that meet the needs of the consumer.
Development of a service plan based on assessed need. Coordination & quarterly monitoring of planned supportive services.
Supports & empowers client choice through advocacy.
Links individuals to the most appropriate service[s].
What it is not
Interviews over the phone
Short-term planning
THIS IS A SLIDE TITLECase Management
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LET’S REVIEW SOME CONCEPTS
What it is
Face-to-Face, person-centered assessment that meet the needs of the consumer.
Development of a goal-based intervention plan and follow-up dates.
Short-term coordination & monitoring of planned supportive services.
Supports & empowers client choice through advocacy.
Follow-up and evaluation of outcomes.
What it is not
Interviews over the phone
Providing lists
Long-term coordination of care
Public health issues, such as bed bugs
THIS IS A SLIDE TITLEEAPA Assessment & Intervention
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1,223 Consumers
Options Counseling
$940,617
4,111 Units
3.36 Units / Per Consumer
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SFY18
CG & GO Options Counseling
2.92 Units / Per Consumer
$128 / per unit
[Range of $13/unit - $696/unit]
$246 / per consumer
710 Consumers
2,079 Units
$351,312$228 / per unit
[Range of $45/unit - $491/unit]
$769 / per consumer
487 Consumers
Case Management
$866,607
3,324 Units
6.8 Units / Per Consumer
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SFY18
$260 / per unit
$1,779 / per consumer
222 Consumers
EAPA Assessment & Intervention
$336,008
2,247 Units
10.12 Units / Per Consumer
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SFY18
$149 / per unit
$1,513 / per consumer
USE CHARTS TO EXPLAIN YOUR IDEASTHIS IS A SLIDE TITLEOptions CounselingPerformance Measures (SFY18)
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Options Counseling Performance Measures
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USE CHARTS TO EXPLAIN YOUR IDEASTHIS IS A SLIDE TITLECase ManagementPerformance Measures (SFY18)
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Case Management Performance Measures
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Case Management Performance Measures
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USE CHARTS TO EXPLAIN YOUR IDEASTHIS IS A SLIDE TITLEEAPA Assessment & InterventionPerformance Measures (SFY18)
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AND TABLES TO COMPARE DATATHIS IS A SLIDE TITLEService Planning & EvaluationSFY18
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Purpose:
Analysis
Planning
Service Delivery Strategies
Reporting
Targeting [OAA]
Greatest Economic
Greatest Social Need
At Risk for Institutional Placement
Frail
Frequently Asked Questions
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What activities occur during Options Counseling?
A person centered, face-to-face interview; assessment; screening national/state/local
entitlement programs; facilitated decision making to identify goal[s]; developing action steps;
follow-along for up to 90 days.
Can Options Counseling be done on the telephone?
No, a face to face interview and assessment is required for Options Counseling. If no face-to-
face visit is conducted, it should be counted as I&A. If the consumer does not want AAA staff in
their home, meeting at a different location such as AAA office, public library, or a mutually
agreed upon spot is an alternative.
Do staff need to be AIRS certified in order to enter I&A units prior to an OC visit?
No, currently the only requirement for AIRS certification is for Family Caregiver Specialists.
Frequently Asked Questions
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Please clarify how to accurately document an Options Counseling.
The service of Options Counseling requires both a face-to-face visit and completing an
assessment. If both these do not occur, it is not Options Counseling and should not be recorded
as such. Failed Options Counseling visits should be the exception, rather than the norm. A best
practice would be to call the consumer ahead of time in an attempt to ensure a face-to-face
meeting.
Scenario: The Options Counselor confirms the appointment and travels to client’s home. The client refuses
the home visit or after some discussion does not want Options Counseling. The Options Counselor should
record the prep/planning and travel activities as a unit of I&A.
Scenario: The Options Counselor confirms the appointment and travels to client’s home. However, the
individual was not home at the time of scheduled visit. The client calls the Options Counselor and reschedules
the appointment for two days later. The face-to-face visit occurs and assessment is completed. Record all the
time for the activities (prep/planning, travel, visit, documentation] as Options Counseling service delivery.
Frequently Asked Questions
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At what point does an Information & Assistance become Options Counseling or
EAPA Consultation become EAPA Assessment & Intervention?
Both Options Counseling and EAPA Assessment & Intervention begin when a face-to-
face visit occurs and the appropriate assessment is conducted. EAPA consultation is a
subcategory of I&A. Likewise, EAPA Assessment & Intervention is a sub-category of
case management. If a visit does not result in a face-to-face assessment, the activity is
EAPA Consultation. Likewise, if the visit does result in a face-to-face assessment and
intervention plan, the activity is EAPA Assessment & Intervention.
At what point does Options Counseling become Case Management?
Options Counseling is a short-term (90 days or less) transitional service to assist
consumers in setting up a support plan. Case Management is a long-term (90 days or
more) coordination and monitoring of support services. If a situation appears to be
complex and support will be needed for more than 90 days, the service of Case
Management is to be used.
Frequently Asked Questions
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Do Performance Measures for Options Counseling also apply to Family
Caregiver Options Counseling?
Yes. It is the responsibility of the OC/Family Caregiver Specialist to complete the
necessary fields in WellSky.
Will there be a more applicable assessment for Caregivers?
Yes. The Family Caregiver Program will see enhancements during this calendar year.
Where can we find this presentation?
This and all service definition trainings will be placed on the IDA Website, under the
AAA tab for future reference and training purposes (https://www.iowaaging.gov/area-
agencies-aging/area-agency-aging-professionals). You can direct any additional
questions to [email protected]
Do all OC consumers receive an action plan?
Yes.
Frequently Asked Questions
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Do the same Rules [Chapter 21] apply to FCG Case Management.
Will FCG Case Management follow the same rules as “regular” Case
Management? And Performance Measures.
Yes. Administrative Rules will be updated later in 2019 and at the conclusion of the
FCG Project.
Is there a requirement for how many ADLs a Consumer must have before
receiving the service of Case Management?
The definition for case management does not require 2+ ADLS for the service to
be provided. The requirement for 2+ ADLS was used when determining level of
care for the Elderly Waiver. IDA purposely broadened the definition to better meet
the needs of our population. Also, there is no requirement in Chapter 21: The
Service of Case Management, that requires an individual receive two or more
HCBS services. Services provided should match client needs based on the
assessment.
Frequently Asked Questions
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How do we document service delivery time?
The services of Options Counseling, Case Management and EAPA Assessment &
Intervention have an hour unit measure. Staff may record time as a partial hour to two
decimal places in 15 minute increments (e.g. 0.25 = 15 min; 0.5 = 30 mins; 0.75 = 45
mins; 1.00 = 60 mins). Unit measure details are outlined in the Services, Definitions
and Unit Measures section of the Reporting Manual.
How do we document staff time in Wellsky?
This training is designed to provide information on Services, Definitions, and Unit
Measure and the tracking and recording units for service delivery. IDA does not have a
policy regarding the tracking and recording of activities and time not associated with
units of service delivery. For issues related to Wellsky, please continue to work with
the AAA System Administrator.
